Minutes of the Meeting of the Village Hall Management Committee held in the Village Hall on Monday 17th January 2011 at 7.30 p.m.
1. Present at Meeting:
Mike Foster. Chair.
David Rossiter. Treasurer.
Caroline Pickering. Secretary.
Jan Cole, Carol Cook, Glenys Elgie, Jennifer Swales, Sue Lawton, Sue Cooke, Alan Pickering, John Atkins, Stuart Kerr.
2. Apologies for absence:
Rosemary Lincoln, Dorothy Johnson, Di Foster.
3. Acceptance of Minutes of the Meeting held on 20th September 2010.
The minutes of the meeting were accepted without any amendments.
4. Refurbishment Update.
Mike Foster read out a letter received from the architects dated 14th December 2010.
The architects have outlined a plan for the refurbishment to be carried out in stages. In the first phase a new staircase would be installed and the kitchen refitted at a cost of £44,827. It would also be possible to use some of the remaining budget to improve the toilet facilities if it was decided that it would take some time to raise the rest of the money required to complete the refurbishment. Phase One would involve an additional cost of £5,750 as it would require some temporary work which would need to be undone when the final phase of the scheme is undertaken. The architects also mentioned a second option of making a start on the new shell. However this option would require more funding than is currently available.
There was considerable discussion about the new plan. It was unanimously agreed to proceed with the next steps required before Phase One can begin: consultation between the architects and the Building Control Officer and Fire Officer, also involving the builder. The suggestion of a dumb waiter was also considered to be a good idea.
In the meantime fundraising for the full refurbishment will continue.
Mike Foster will contact the architects to get the next steps underway. He will circulate the outcome of this next stage to the Management Committee by e mail.
5. Bookings.
There was no update on the bookings situation as Dorothy Johnson was not present.
Carol Cook informed the meeting that the Parish Council had changed their monthly meetings from Mondays to Tuesdays.
David Rossiter queried whether the Hall was being used by the Youth Club as he had not seen any income from the Youth Club. The view was that the Youth Club was meeting at the Hall. David will therefore seek clarification from Dorothy.
6. Current Financial Position.
David Rossiter informed the meeting of the current financial position:
Nat.West: £ 11471
Santander: £61866
Total: £73337.
David reported that there had been the following funds raised:
Gardeners Question Time: £448
Craft Fair: £465
Classic Car Show: £500.
Carol has also raised money through the talks that she has given far and wide.
7. Fundraising Update.
Applications for various grants are ongoing. It should become clearer within the next six months the likelihood of any of these applications being successful.
Carol informed the meeting of forthcoming fundraising events:
26th March. Attic and Garage Sale.
11th March. Games Evening: There would be dominoes, beetle drive, and Quiz. Pie and Peas Supper.
6th May. Plant Sale.
28th August. Classic Car Show.
The themed supper is in abeyance at present.
8. Any Other Business.
(i) Carol raised the question of a repair plan for the Zanussi dishwasher. It would cost £58.80 for 10 months. This was not deemed viable.
(ii) Alan Pickering informed the meeting that he would be retiring from the Committee at the AGM. However, he said that he would continue to support the Village Hall and would carry on fundraising. Mike thanked Alan for the valuable contribution he has made and for all the advice and support he has provided.
9. Date for next meeting.
To be arranged in February prior to the AGM in March.